Active listening

1. COMMUNICATIONS CLASS
1
Active listening

2. Listening is one of the most important skills you can have. How well
you listen has a major impact on your job effectiveness, and on the
quality of your relationships with others.
For instance:
We listen to obtain information.
We listen to understand.
We listen for enjoyment.
We listen to learn.

3. Given all this listening we do, you would think we'd be good at it!
In fact most of us are not, and research suggests that we remember
between 25 percent and 50 percent of what we hear.
That means that when you talk to your boss, colleagues, customers
or spouse for 10 minutes, they pay attention to less than half of the
conversation. This is dismal!
Turn it around and it reveals that when you are receiving directions or
being presented with information, you aren't hearing the whole
message either. You hope the important parts are captured in your
25-50 percent, but what if they're not?
Clearly, listening is a skill that we can all benefit from improving. By
becoming a better listener, you will improve your productivity, as well
as your ability to influence, persuade and negotiate. What's more,
you'll avoid conflict and misunderstandings. All of these are
necessary for workplace success!

4. ABOUT ACTIVE LISTENING
The way to improve your listening skills is to practice "active listening."
This is where you make a conscious effort to hear not only the words that
another person is saying but, more importantly, try to understand the
complete message being sent.
In order to do this you must pay attention to the other person very carefully.
You cannot allow yourself to become distracted by whatever else may be
going on around you, or by forming counter arguments that you'll make
when the other person stops speaking. Nor can you allow yourself to get
bored, and lose focus on what the other person is saying. All of these
contribute to a lack of listening and understanding.
Tip:
If you're finding it particularly difficult to concentrate on what someone is
saying, try repeating their words mentally as they say them – this will
reinforce their message and help you stay focused.

5. To enhance your listening skills, you need to let the other person
know that you are listening to what he or she is saying.
To understand the importance of this, ask yourself if you've ever
been engaged in a conversation when you wondered if the other
person was listening to what you were saying. You wonder if your
message is getting across, or if it's even worthwhile continuing to
speak. It feels like talking to a brick wall and it's
Acknowledgement can be something as simple as a nod of the head
or a simple "uh huh." You aren't necessarily agreeing with the person,
you are simply indicating that you are listening. Using body language
and other signs to acknowledge you are listening also reminds you to
pay attention and not let your mind wander.
You should also try to respond to the speaker in a way that will both
encourage him or her to continue speaking, so that you can get the
information if you need. While nodding and "uh huhing" says you're
interested, an occasional question or comment to recap what has
been said communicates that you understand the message as well.

6. BECOMING AN ACTIVE LISTENER
1. Pay Attention
Give the speaker your undivided attention, and acknowledge the
message. Recognize that non-verbal communication also "speaks"
loudly.
Look at the speaker directly.
Put aside distracting thoughts.
Don't mentally prepare a rebuttal!
Avoid being distracted by environmental factors. For example, side
conversations.

7. 2. Show That You're Listening
Use your own body language and gestures to convey your attention.
Nod occasionally.
Smile and use other facial expressions.
Note your posture and make sure it is open and inviting.
Encourage the speaker to continue with small verbal comments like
yes, and uh huh.

8. 3. Provide Feedback
Our personal filters, assumptions, judgments, and beliefs can distort
what we hear. As a listener, your role is to understand what is being
said. This may require you to reflect what is being said and ask
questions.
Reflect what has been said by paraphrasing. "What I'm hearing is,"
and "Sounds like you are saying," are great ways to reflect back.
Ask questions to clarify certain points. "What do you mean when you
say." "Is this what you mean?"
Summarize the speaker's comments periodically.
Tip:
If you find yourself responding emotionally to what someone said,
say so, and ask for more information: "I may not be understanding
you correctly, and I find myself taking what you said personally. What
I thought you just said is XXX; is that what you meant?"

9. 4. Defer Judgment
Interrupting is a waste of time. It frustrates the speaker and limits full
understanding of the message.
Allow the speaker to finish each point before asking questions.
Don't interrupt with counter arguments.

10. 5. Respond Appropriately
Active listening is a model for respect and understanding. You are
gaining information and perspective. You add nothing by attacking
the speaker or otherwise putting him or her down.
Be candid, open, and honest in your response.
Assert your opinions respectfully.
Treat the other person in a way that you think he or she would want
to be treated.

11. 5 THINGS TO PRACTICE FOR
EFFECTIVE COMMUNICATION SKILLS
Body Language
•Making eye contact.
•Nodding occasionally to acknowledge a strong point in the
conversation.
•Standing with hands clasped in front of you, never crossing your
arms.
•Not displaying nervous ticks such as wringing hands, picking at your
nails, or anything that the person communicating with you will view
as a distraction from their conversation.

12. SPEECH AND ATTENTIVENESS
1. When speaking, you need to be clear and concise.
2. Speak on important matters directly and do not waste time with
long drawn out stories that will cause your listener’s mind to
wander.
3. Make sure you ask whether they understand, and be willing to
further explain any of your points. Do not expect someone to just
“know” what you are saying, even if it is crystal clear in your own
mind.
4. In addition, one of the most important aspects of verbal
communication is the ability to practice active listening. This is not
just actively waiting to talk. Always make mental notes of key
points when someone is speaking to you. That way once you are
given a chance to speak, you can respond to the most vital issues
being dealt with. When others are speaking, try to think about the
exact words that they are saying. If you practice this, you will

13. COMMUNICATION CONSISTENCY
Great communicators practice the ability of consistent communication
by remaining available.
Do not be afraid to be the one who voices any concerns or
difficulties. However, ensure that you are practicing open and honest
communication with those who may depend on you. Be available and
bold with tact.
Be sure to leave communication lines open to those who may need to
address problems with you. You will find that you prevent the small
issues that normally have the habit of becoming large ones by
making those in your life aware that you are open to discussing
issues at any time.

14. PATIENCE
1. During your communications with others always give them time to
communicate their issues as well.
2. Remaining focused on what they are trying to communicate will
show them that you are indeed open to assisting with their issues.
3. Many of people’s communication lines tend to break down on the
side where impatience is in a rush to get out of the conversation.
4. Since you cannot control the other side, do yourself a favor and
take a breath. The conversation you’re involved in is important.
5. If you are confused as to what someone may be requesting, than
repeat back to him or her what you think they said and ask if that
is correct. ASK BEFOR YOU TELL
Often this will inspire the speaker to be more in-depth about their
needs, which will help you to understand them fully.

15. PRACTICING EFFECTIVE
COMMUNICATION SKILLS
If someone has communicated a need or an issue to you, then your
main priority should be to aid him or her in repairing the problem.
Following up on an issue is the only way to convince others whom
you need to communicate with that you have listened to them and
that their problems or issues are important to you as well.
Practicing strong follow-up will also leave the impression that you are
involved in the bigger picture.
When people see this commitment, they will know you are open to
future communications. This creates a loyal and discerning
surrounding that cultivates positive movement and communication.
This will develop a strong sense of confidence in those with whom
you communicate.